Asbestos Surveying and Analysis

Mini Competition completed under Procurement for Housing Framework Compliance South East Lot 1A

The primary objective of this contract is to provide Asbestos Surveying and Analysis Services with a call-off contract to procure services.

In summary, the main objectives of this contract are:

1. To provide accurate information concerning the presence of ACMs and presumed ACMs;
2. To provide an output such that the Employer meets its legal duties regarding asbestos in its Corporate and Residential properties. The Contractor should have regard to, and follow the recommendations of all existing and proposed legislation, British and European Standards, Approved Codes of Practice, Health & Safety Executive (HSE) Publications and Guidance Notes and established good practice;
3. To undertake a risk management assessment of all ACMs found (material and priority assessment), to determine the overall priority for a control or remedial action and to determine the most appropriate action to carry out, appropriate aspects of the 'priority assessment' and associated remedial actions to be provided by the Contractor and agreed with Southampton City Council (SCC) on an individual survey basis. Note: draft template protocols are to be developed with the appointed Contractor and agreed with the CA/SCC before commencement;
4. To provide recommendations to SCC for the management and control of the risk from ACMs; e.g. the recommendation should be 'remove if works affect' in accordance with the SCC strategic management plan.
5. To provide adequate information on the presence of ACMs and the associated risks to health for use by SCC in communications with its occupiers, residents, site managers, contractors' operatives and where applicable, Direct Labour Organisation (DLO) operatives.
6. In accordance with HSG 264, to provide a survey report and materials register with overall combined (material and priority) risk assessment in electronic (pdf) format, complete with easy to reference locations for all ACMs found, presumed or materials positively confirmed as asbestos free.
7. To provide a plan showing the location of any ACMs (or presumed ACMs) for each property, or communal area surveyed, including sampling locations and room descriptions. New 'schematic' (not to scale) plans are to be prepared by the Contractor and appended to each asbestos survey report. These plans must also include areas not surveyed to ensure ease of orientation / future survey. When ACMs are subsequently removed (within Communal Areas, Corporate and Commercial assets), this is to be clearly indicated upon re-inspection, the updated survey plan as part of the survey report/register update procedure undertaken by the Contractor;
8. To provide 2 photographs, at varying distances, to clearly show the sample location of any suspect ACMs found (confirmed/presumed or NADIS). At least 1 photograph should also be included for any non-accessed room or area.
9. To carry out survey re-inspections of corporate properties / dwellings / communal areas previously inspected as and where required according to survey programmes and reactive survey requests which will be provided to the Contractor on a daily basis. The Contractor is to provide auditing and re-inspection services in relation to this procedure which is to be agreed with the SCC;
10. To collate and issue an 'occupant/resident friendly' survey report summary and covering letter and post these on behalf of the SCC to individual householders within 1 month, following SCC's approval of completed surveys. Respective issue dates are to be recorded by the Contractor for auditing/reporting by SCC;
11. To carry out refurbishment (intrusive) survey elements in advance of planned/significant works to SCC's properties to enable contractors to undertake the work with a clear understanding of ACMs present in the areas likely to be disturbed as a component of the work proposed. If the property concerned does not have a current management survey, this will also be conducted as a part of the 'targeted/hybrid refurbishment' survey. The Surveying Contractor will be expected to work with SCC and/or their contractors to scope the requirements of the asbestos survey to facilitate the proposed works. On occasion, at the direction of the SCC Asbestos Team, this may involve the identification of similar archetypes to confirm when sufficient consistency of ACMs is identified has been reached (through their surveys) to "demonstrate as far as reasonably practicable that there is consistency in the range of ACMs in the property type and there is an accurate picture of asbestos presence" (HSG264). Although 'refurbishment elements', the Contractor is also to provide priority assessment scores for these materials within the survey report;
12. In conjunction with SCC Asbestos Team, to provide advice on actions required by the Employer to comply with any changes in Regulations, or prevailing HSE guidance throughout the Contract term. This is to specifically include recent changes to HSG248 and the Control of Asbestos Regulations 2012;
13. The ability to populate a remote hosted asbestos register (following SCC approval of each survey document) with data arising from survey reports and inspection information as well as site auditing, air testing, clearance procedure related services provided and related ACM removal information. This to include all related pdf survey reports, certification, photographs, plans, laboratory reports, consignment notes and other relevant information.
14. To populate SCC's asbestos register, the contractor will supply extracted summary survey data, the Contractor will use SCC's preferred template (to be provided). This to include all regular updates on-going.
15. The Contractor shall provide a single Contract/Account Manager and a project directory with contact details for key individuals.

Further detailed within the specification document

Services Required

Asbestos Surveying and Analys…